Document Scanning & Records Clerk [Lacey, WA] - DSRC 0915 RG#01

Job Description

Job Description

Document Scanning & Records Clerk

Location: Lacey, WA
Work Arrangement: 100% Onsite – No Remote Work
Schedule: Full-Time, Monday–Friday, between 7:00 AM–5:00 PM
Duration: Project-Based / Contract Position

Position Overview

We are seeking a highly organized and detail-oriented Document Scanning & Records Clerk to support a large-scale records digitization and document conversion project.

The selected candidate will work onsite as part of a document conversion team responsible for preparing, scanning, indexing, quality-checking, naming, and organizing a high volume of physical and electronic records.

This is a hands-on administrative and records-processing position requiring excellent attention to detail, accuracy, productivity, and the ability to work with large volumes of documents. The ideal candidate should be comfortable performing repetitive document-processing tasks while consistently following established scanning, indexing, file-naming, and quality-control procedures.

Key Responsibilities

• Prepare large volumes of paper records for digital conversion.
• Retrieve documents from boxes and file folders and organize materials for scanning.
• Remove staples, paper clips, bindings, fasteners, and other materials that may interfere with scanning.
• Repair or tape damaged documents as needed and properly orient pages before scanning.
• Maintain individual files as separate document groups throughout the conversion process.
• Follow established procedures for document identification, indexing, and digital file naming.
• Create document separator sheets containing required information such as name, identification/license number, and document type.
• Ensure separator sheets are used for processing but excluded from final digital files.
• Scan documents at a minimum of 300 DPI using appropriate color-detection settings.
• Ensure documents undergo full-text OCR (Optical Character Recognition) .
• Create properly structured multi-page PDF files.
• Convert physical folders into appropriate digital document files.
• Apply established file-naming conventions based on information contained in source documents and other records.
• Request clarification when document identifiers or indexing information are unclear.
• Perform quality-control reviews to ensure scanned images are complete, legible, properly oriented, and readable.
• Verify that electronic documents are accurately captured, named, and indexed.
• Identify and correct scanning, indexing, and image-quality issues, including rescanning documents when necessary.
• Upload completed digital files to designated secure network folders for review.
• Assist with transferring approved digital records into electronic records-management systems.
• Maintain confidentiality and properly handle sensitive records.
• Keep the document-processing workspace organized, clean, and secure.
• Meet established daily and weekly production and quality standards.
• Work collaboratively with project leadership and team members to resolve document-processing issues.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in document scanning, records management, document imaging, data entry, file administration, clerical support, records conversion, or a similar administrative environment .
• Strong attention to detail and ability to accurately identify names, numbers, document types, and indexing information.
• Strong data-entry and keyboarding skills.
• Ability to work accurately with large volumes of physical and electronic documents.
• Basic proficiency with Windows-based computers and electronic file/folder structures.
• Ability to learn document scanning and records-management applications.
• Experience creating, naming, saving, and organizing PDF documents.
• Ability to follow detailed written procedures and established naming/indexing conventions.
• Ability to maintain accuracy and productivity while performing repetitive tasks.
• Ability to work independently as well as effectively within a team environment.
• Dependable attendance and punctuality.
• Ability to work 100% onsite in Lacey, WA .

Preferred Experience

Experience with any of the following is highly preferred:

• High-volume document scanning equipment
• OCR software
• Adobe Acrobat and PDF processing
• Laserfiche or other electronic document/records management systems
• Document indexing
• Quality assurance/quality control
• Government records
• Legal records
• Healthcare or medical records
• Financial records
• Licensing records
• Confidential or sensitive documentation